Schmidt & Schmidt provides services for the reclamation of civil status documents, as well as obtaining duplicates, lost or damaged documents in Finland with their subsequent legalization and translation.
It often happens that civil status documents are lost or damaged, or it is necessary to obtain current copies of documents. In this case, it is necessary to reclaim duplicates of documents. Often, those who have left Finland face difficulties in this procedure. Our service allows you to reclaim documents in Finland remotely, and we can carry out courier delivery of the document to anywhere in the world.
Validity of civil status documents in Finland
Civil status documents issued in Finland generally have a validity period of no more than 6 months, after which they must be replaced with new ones containing up-to-date data.
When do you need to get duplicate documents in Finland?
A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.
What documents can be requested in Finland:
- Birth certificate
- Marriage certificate
- Certificate of change of surname
- Divorce certificate
- Death certificate
- Certificates of good conduct
- Educational documents
- Other civil status documents
Birth certificate
A birth certificate is an official document provided by the Registrar or acting Registrar of the relevant Civil or Consular Register. It verifies details of an individual's birth, including the date, sex, and, if applicable, the time of birth and family relationships.
In Finland, obtaining a birth certificate is a streamlined process overseen by the Digital and Population Data Services Agency (DVV). When a child is born in Finland, the hospital automatically reports the birth to the Digital and Population Data Services Agency (DVV). The child’s personal information, including a Finnish personal identity code, is registered in the Population Information System.
A birth certificate is not automatically issued but can be requested by the parents or a legal guardian. Requests can be made online, by email, or in person at a DVV service point.
For use abroad, Finland provides multilingual birth certificates that comply with international standards (e.g., EU regulations). Apostille authentication may be required for certain countries.
Required documents
- Full name of whose birth certificate is being requested
- Date and place of birth
- Valid ID of requester
Marriage certificate
The marriage certificate is the legal record of marriage, used to verify marital status. It is usually required for procedures such as changing the last name, applying for spousal benefits, immigration applications and for inheritance matters. It can be obtained at the Civil Registry Office in the city or town where the marriage took place.
Marriage certificates are not automatically issued to the couple but can be requested from the DVV. Requests can be made online, by email, or in person at a DVV service point.
Types of Certificates
- Standard Certificate
- International Certificate
Before getting married, you must submit a written request for an examination of possible impediments to marriage. This process ensures that there are no legal obstacles to the marriage under Finnish law.
You can request the examination of impediments at any office of the Digital and Population Data Services Agency (Digi- ja väestötietovirasto).
Required documents
- Valid ID
- Details of the Marriage
- Completed Request Form
Divorce certificate
A divorce certificate serves the purpose to verify the legal dissolution of a marriage. It is required for procedures such as remarrying, updating marital status on legal records, immigration applications, and legal matters involving custody, support, or property division.
If both spouses agree to the divorce and there are no disputes, they can apply for a divorce together. After a six-month waiting period, the divorce is finalized. If the divorce is contested, it must be processed through the courts. Once the court issues a divorce decree, the marriage is legally dissolved.
After the divorce is finalized (either by mutual consent or court order), the divorce is automatically registered in the Population Information System by the Digital and Population Data Services Agency (DVV). The divorce certificate is not automatically issued, but can be requested from the Digital and Population Data Services Agency (DVV). The certificate can be requested online, by mail, or in person at a DVV service point.
Required documents
- Valid ID
- Date of the divorce
- Court Decision (if applicable)
- Completed Request Form
Death certificate
The death certificate serves as an official confirmation of an individual's death. It is required for settling the deceased's estate, claiming life insurance and closing financial accounts. These documents can be obtained through the provincial vital statistics office.
It can be requested by immediate family members (spouse, children, parents), legal representatives or executors of the estate. Government agencies involved in estate administration can also request it.
Required documents
- Name of the deceased
- Date and place of death
- Identification of the requester and proof of eligibility
- Authorization documents if requested by a representative
Police clearance certificate
A criminal record certificate, also known as a police certificate, is a document used to verify an individual's criminal record or confirm the absence of one. It is required for employment in sensitive fields, visa or immigration applications, volunteering, firearm permits and adoption proceedings.
Either spouses, legal representatives (with a power of attorney) or government agencies or courts (for legal purposes) can request this certificate.
You must specifically request a full Criminal Record Extract, which includes criminal records (including expired criminal sentences) and investigation records. To apply for a Police Clearance Certificate, you need to submit a completed application form and a prescribed Consent form, allowing an authorized agency to apply for the certificate on your behalf. The completed application form, along with the Consent form, should be submitted to the Oikeusrekisterikeskus (National Legal Register Centre) in Finland.
Additionally, you must provide a full set of fingerprints from both hands, obtained from an authorized agency lab on the prescribed fingerprint form, certified with the agency’s official stamp. The completed application form and supporting documents will be forwarded directly to the Legal Register Centre in Finland.
Required documents
- Completed Application Form
- Valid ID
- Fingerprint Set
The full set of fingerprints has to be from both hands and obtained from an authorized agency or fingerprinting service. The fingerprints must be taken on the prescribed fingerprint form, and the form should be certified with the official stamp of the agency.
Educational Documents
Foreign educational documents only carry the same legal value as Finnish documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with Finland are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization
Apostille of duplicate documents in Finland
Finland joined the Hague Convention on the Simplified Legalization of Documents on the 31. May 1965.
Thus, documents issued in Finland are subject to legalization under a simplified procedure - apostille, after notarized translation into any language, such documents acquire full legal force in the territory of the wished destination.
You can order an apostille for copies and duplicates of documents from Finland from us.
